Statements

Selecting Statements from the Customer menu enables you to print or email statements for a selected time period. You can send a single statement for one customer, or batch print and/or email for all customers or a group of customers.

The Statements List Statement Settings Top

The Statements List

When you first select the Statements option:

• Show Only Outstanding is ticked and the screen lists only Customers with a balance outstanding on the statement As At date
• The statement As At date date is today, and the default date range for transactions to be included in the statements is:
  • Date From: 30 days ago
  • Date To: Today
• The Email option is only available for customers with an email address in the customer details screen

You can change the customers listed and date range to be printed:

• Date From and Date To: Transactions (invoices and receipts) within this date range will be printed on the statements
  • Date To is the statement 'as at' date
• Show Only Outstanding: Tick this option to include only customers who had a balance outstanding on the Date To 
• Customer Code From and Customer Code To: If required, you can restrict the invoices created to a range of customer codes
  • Leave blank to include all customer codes
• Customer Name: Enter a full or partial customer name to search for
• Groups: Select one or more Groups from the drop-down list
  • Leave blank to include all Groups in the statements list
  • To remove a Group from the search criteria, click the x to the right of the Group name
• Select an Invoice Message: If you select an invoice message, it will be printed on each statement in this print run, before the Statement Footer (if there is one)
  • Report Settings in the General Settings screen enables you to specify Statement Footer - a message to be printed on all statements
  • If you need to customise a message for different groups of customers (for example, if your bank account details are different for some customers), you can set up the messages in Invoice & Docket Messages in General Settings; when printing statements you can then select the appropriate message before printing statements for a group of customers
• Showing Only Overdue: Ticking this option will filter the list to only include Customers who have Overdue Invoices, and will also include any Overdue Invoices when Printing/Emailing the Statement.
• Click Search
  • The list is updated to include customers who match your search criteria
  • The Balance column is updated to show the balance due for each customer as at Date To

 Within the list:

• Click on a column heading (except for the Email and Print columns) to sort the customer statements by that column
  • Click the heading again to sort in reverse order
• Email: Select the customers for whom statements are to be emailed
  • Click the check box in the Email heading to select/deselect emailing of statements for all customers in the list
  • Tick or untick the Email option for each customer to select/deselect emailing of statements for that customer
  • Note: The Email option is not available for customers who do not have an email address entered in the customer details screen
• Print: Select the customers for whom statements are to be printed
  • Click the check box in the Print heading to select/deselect printing of statements for all customers in the list
  • Tick or untick the Print option for each customer to select/deselect printing of statements for that customer
  • If required, both Email and Print can be ticked
• Balance: shows the balance outstanding for each customer as at the statement date (the date in Date To)
• Current Balance: shows the balance outstanding for each customer at the time you are viewing the list

Once you have selected the date range, customers, and print/email options, click:

• Print: Statements for the customers with Print selected are generated as a PDF file that can be viewed and printed
  • See Printing In EasyVend for information on handling PDF files
• Email: Statements for customers with Email selected are generated and emailed to each customer's email address as entered in customer details
  
  
• Once the statements have been created/sent, a notification is displayed with information on the number of statements successfully created and whether any errors were encountered

Statement Settings

Several sections in General Settings in the Settings menu affect the printing and emailing of Statements:

• Email Settings: Configure your email settings to allow invoices, dockets and statements to be emailed from EasyVend
• Email Templates: Modify the Statement Notification email template to update the subject line and wording of the email that is sent to customers when statements are emailed
• Report Settings:
  • Company Logo: If a logo is uploaded here, it will be included in the heading of all statements
  • Invoice Templates - Statement Footer: Edit the Statement Footer to add text (e.g. payment instructions) that will be printed on all statements, after the transaction list and balance due information
    • Note that the Select an Invoice Message option when printing statements also allows you to select a message that will be printed only on the statements in the current print run